Corporate Software & Related Products and Services

Description

The CPC is seeking to establish a multi-provider framework agreement on behalf of CPC members for the provision of corporate Software and Related Products for a number of areas as detailed below. The Framework Agreement will be split into 9 lots as follows: Lot 1 – Financial Management Software Lot 2 – Human Resource Software Lot 3 – Payroll System Software Lot 4 – Multi-Purpose Lot for Lots 1 -3 Lot 5 – Management Information Systems (MIS) Lot 6 – Educational Management and Communications Software excluding MIS Lot 7 – Project Management & Resource Planning Software Lot 8 – Customer Relationship Management (CRM) Systems Lot 9 – Estates Management Software including CAFM Systems The supply of Corporate Software & Related Products and Services framework agreement is open to both Software Providers and Software Resellers that will offer additional benefits through collaborative and innovative partnerships with CPC members. Open to CPC members and the wider public sector. Lot 1: Lot 1 – Financial Management Software Lot 1 – Financial Management Software This lot is for the provision of a range of software for the purpose of Financial Management Solutions including but not limited to the following aspects of supply as required by members: • Financial Management Software ensuring usability and accessibility is embedded within the software • Accurate and reliable financial data processing and reporting • Provision for general ledger, forecasting/budgeting, raising of purchase orders and a fully integrated fixed asset module if required by members • e-Procurement: electronic ordering with the ability to authorise, issue orders by email and confirm goods received electronically • Associated financial management modules and or tools, including but not limited to planning / budgeting / analytics for financial requirements • Facility to analyse, and report, at sub-account level, for project accounting and cross Member activity • Proven monthly/annual close down accounting processes in line with best practice • “Workflow” flexibilities to include but not limited to absence management procedures • “Self-serve” transactional processes fully automated to include but not limited to, raising/processing sales invoice requests, departmental budget recharges, procurement card transaction logs, adding new suppliers, direct debit mandates, expenses input/authorisation • Potential for supporting shared service offer for other organisations if required by members • Fully compatible and automated interface with other systems as required by members, which may include but are not limited to the following: • BACS • HR Software • Payroll Software • Management Information Services / Student Records Systems • Customer Relationship Management • Commitment reporting, in a format understandable to users • Simple to use integrated report writer capable of enabling users to produce and store high quality and visually presentable reports and allow the management accounts to be produced to a professional standard/layout • A facility to drill down from standard management accounts • The ability to store scanned images of prime documents such as purchase invoices and sales invoices which will enable users to manage their budgets • System security compliant with all current legislation and best practice including but not limited to two factor authentication, if required by members • Secure storage and legal compliance of financial information and associated data • Flexible coding structure, allowing changes in structures/coding to be made easily, including options for parent/subsidiary and multi company/currency, and ability to store several budgets and forecasts including but not limited to original budgets, revised budgets • Flexible structure, allowing changes in organisational structures including but not limited to mergers of organisations • The security maintenance of the system must satisfy requirements including but not limited to segregation of duties, however there is a need to maintain the flexibility required in a large complex organisation such as a multi academy trusts and not be overly burdensome in its administration for academies, schools, colleges or as appropriate • Compliance with all required law and financial accounting and management best practice • A facility to update/upgrade, allowing the member institutions to ‘’future-proof” the system. • Compatibility with Microsoft Office as standard to enable the uploading of journals, and download and manipulate/model information Member requirements will vary dependant from simple off the shelf software through to bespoke systems. Requirements may include both on premise, cloud or hybrid cloud software solutions including any related products (including but not limited to hardware and consumables), mobile applications, and related services. Related services are also included, please see ITT for further details. Lot 2: Lot 2 – Human Resource (HR) Management Software Lot 2 – Human Resource (HR) Management Software This lot is for the provision of a range of software for the purpose of Human Resource Management Solutions including but not limited to the following aspects of supply as required by members: • Human Resource Software ensuring usability and accessibility is embedded within the software • Accurate and reliable Human Resource data processing and reporting including trip management for staff and student where required by members • Associated modules and or tools, including but not limited to management of personal details, training, recruitment, apprenticeship management, self-service options, and management of requirements for staff and student well-being • Facility to analyse, and report, at all levels, including individual, departmental, faculty and Member wide • Potential for supporting shared service offer for other organisations if required by members • “Workflow” flexibilities to include but not limited to absence management procedures • Fully compatible and automated interface with other systems as required by members, which may include but are not limited to the following: • BACS • Financial Management Software • Payroll Software • Management Information Services / Student Records Systems • Customer Relationship Management • Reporting, in a format understandable to users with a simple to use integrated report writer capable of enabling users to produce and store high quality and visually presentable reports in a professional standard/layout as appropriate • The ability to store scanned images of prime documents including but not limited to qualification certificates and DBS documentation • System security compliant with all current legislation and best practice including but not limited to two factor authentication, if required by members • The security maintenance of the system must satisfy requirements including but not limited to segregation of duties, however there is a need to maintain the flexibility required in a large complex organisation such as a multi academy trusts and not be overly burdensome in its administration for academies, schools, colleges or as appropriate • Compliance with all required law and human resource management best practice • Secure storage and legal compliance of human resource information and associated data • Flexible structure, allowing changes in organisational structures to be made easily including but not limited to mergers of organisations • A facility to update/upgrade, allowing the member institutions to ‘’future-proof” the system • Compatibility with Microsoft Office as standard to enable the uploading of data, and download and manipulate/model information Member requirements will vary dependant from simple off the shelf software through to bespoke systems. Requirements may include both on premise, cloud or hybrid cloud software solutions including any related products (including but not limited to hardware and consumables), mobile applications, and related services. Related services will include but are not limited to software advice and recommendations, consultancy, legal advice and compliance, advice on potential solution offerings, handover from any existing providers, implementation and commissioning, integration with other systems, a range of on-going support including helpdesk facilities both remote and onsite as required by the member, maintenance, development and innovation, de-commissioning, and handover to future providers. Lot 3: Lot 3 – Payroll Systems Software Lot 3 – Payroll Systems Software This lot is for the provision of a range of software for the purpose of Payroll Systems including but not limited to the following aspects of supply as required by members: • Payroll System Software ensuring usability and accessibility is embedded within the software • Accurate and reliable human resource data processing and reporting • Associated modules or tools, including but not limited to Employee Details, Leavers, Sickness, Pay Deductions, Pension, Reporting and Statutory Returns • Potential for supporting shared service offer for other organisations if required by members • Facility to analyse, and report, at all levels, including individual, departmental, faculty and Member wide • “Self-service” transactional processes fully automated including but not limited to the ability for individuals to make changes to personnel details, address, and contract details • “Workflow” flexibilities to include but not limited to absence management procedures • Fully compatible and automated interface with other systems as required by members, which may include but are not limited to the following: • BACS • Financial Management Software • Human Resources Management Software • Reporting, in a format understandable to users with a simple to use integrated report writer capable of enabling users to produce and store high quality and visually presentable reports in a professional standard/layout as appropriate • The ability to store scanned images of prime documents including but not limited to receipts • System security compliant with all current legislation and best practice including but not limited to two factor authentication, if required by members • The security maintenance of the system must satisfy requirements including but not limited to segregation of duties, however there is a need to maintain the flexibility required in a large complex organisation such as a multi academy trusts and not be overly burdensome in its administration for academies, schools, colleges or as appropriate • Compliance with all required law and best practice • Secure storage and legal compliance of human resource information and associated data • Flexible structure, allowing changes in organisational structures to be made easily, including but not limited to mergers of organisations • A facility to update/upgrade, allowing the member institutions to ‘’future-proof” the system. • Compatibility with Microsoft Office as standard to enable the uploading of data, and download and manipulate/model information Member requirements will vary dependant from simple off the shelf software through to bespoke systems. Requirements may include both on premise, cloud or hybrid cloud software solutions including any related products (including but not limited to hardware and consumables), mobile applications, and related services. Related services will include but are not limited to software advice and recommendations, consultancy, legal advice and compliance, advice on potential solution offerings, handover from any existing providers, implementation and commissioning, integration with other systems, a range of on-going support including helpdesk facilities both remote and onsite as required by the member, maintenance, development and innovation, de-commissioning, and handover to future providers. Lot 4: Lot 4 – Multi-Purpose Lot (Financial Management, Human Resource Management and Payroll Software) Lot 4 – Multi-Purpose Lot (Financial Management, Human Resource Management and Payroll Software) This Lot is for the provision of software where a member has a requirement covering 2 or more requirements from Lot 1, 2 and / or 3 including Enterprise Resource Planning Systems (ERP). It should however be noted where a member, has a requirement covering two or more lots, members may use the relevant individual Lots or this Lot 4 – Multi-Purpose Lot. For clarity this lot is for the provision of a range of software for the purpose of Financial Management, Human Resource Management and or Payroll Software including but not limited to the aspects detailed in lot 1, 2 and 3. All software procured under this lot MUST be compatible with one another unless specified by the member institution at call off. Member requirements will vary dependant from simple off the shelf software through to bespoke systems. Requirements may include both on premise, cloud or hybrid cloud software solutions including any related products (including but not limited to hardware and consumables), mobile applications, and related services. Related services will include but are not limited to software advice and recommendations, consultancy, legal advice and compliance, advice on potential solution offerings, handover from any existing providers, implementation and commissioning, integration with other systems, a range of on-going support including helpdesk facilities both remote and onsite as required by the member, maintenance, development and innovation, de-commissioning, and handover to future providers. Lot 5: Lot 5 – Management Information Systems (MIS) Lot 5 – Management Information Systems (MIS) This lot is for the provision of Management Information Systems including but not limited to the following aspects of supply as required by members: • Management Information Systems (MIS) ensuring usability and accessibility is embedded within the software not limited for use by primary schools, secondary schools, Multi Academy Trusts (MATs), Colleges and/or Universities. • Provision of tools to effectively organize, evaluate, and manage departments within an organisation or as a whole • Accurate and reliable Staff and Student data processing and reporting • Accurate and reliable communication tool with the ability to filter including but not limited to communication type and recipient including but not limited for postal, email and text message services • Associated modules or tools, including but not limited to Core Student Management Functions, Individual Learner Records, Student Monitoring including Absence Reporting, Safeguarding, Timetabling, Exam Management, Learner Support Management including but not limited to Apprenticeship Management and Individual Learning Plans, Student Support and Wellbeing, Curriculum Planning, Enquiry Management and Student Recruitment, Alumni Management, and Funding • Facility to analyse, and report, at all levels, including individual student, class, departmental, faculty and organisation wide in a format understandable to users • Integrated report writer capable of enabling users to produce and store high quality and visually presentable reports in a professional standard/layout as appropriate • Staff and student / guardian portal as required by members • Potential for supporting shared service offer for other organisations if required by members • “Workflow” flexibilities to include but not limited to absence management procedures • Fully compatible and automated interface with other systems as required by members, including but not limited to Finance Software • The ability to store scanned images of prime documents, including but not limited to learner enrolment forms, medical forms, and individual student reports • System security compliant with all current legislation and best practice including but not limited to two factor authentication, if required by members • The security maintenance of the system must satisfy requirements including but not limited to segregation of duties, however there is a need to maintain the flexibility required in a large complex organisation such as a multi academy trusts and not be overly burdensome in its administration for academies, schools, colleges or as appropriate • Compliance with all required law and best practice • Flexible structure, allowing changes in organisational structures to be made easily, including but not limited to mergers of organisations • A facility to update/upgrade, allowing the member institutions to ‘’future-proof” the system • Compatibility with Microsoft Office as standard to enable the uploading of data, and download and manipulate/model information Member requirements will vary dependant from simple off the shelf software through to bespoke systems. Requirements may include both on premise, cloud or hybrid cloud software solutions including any related products (including but not limited to hardware and consumables), mobile applications, and related services. Related services will include but are not limited to software advice and recommendations, consultancy, legal advice and compliance, advice on potential solution offerings, handover from any existing providers, implementation and commissioning, integration with other systems, a range of on-going support including helpdesk facilities both remote and onsite as required by the member, maintenance, development and innovation, de-commissioning, and handover to future providers. Lot 6: Lot 6 – Educational Management and Communications Software (excluding MIS) Lot 6 – Educational Management and Communications Software (excluding MIS) This lot is for the provision of miscellaneous software systems for the provision of educational management and communication requirements including but not limited to: Communications Software, and / or Appointment Scheduling Software and / or Events Management Software, Classroom Timetabling Software, Survey Software, Attendance Management Software, Admissions Software, Safeguarding Software, Apprenticeship Management Software, Alumni Management Software, Student Recruitment Software, Governor Software and Sector / Business Intelligence, Resource Software, and Document Management Software. Integration Systems that link MIS systems with other relevant software. Please note this lot excludes full Management Information Systems (MIS) and is aimed at the provision for standalone software or as specified by members. Systems including but are not limited to the following aspects of supply as required by members: • Accurate and reliable Student data processing and reporting as appropriate • Accurate and reliable communication tool with the ability to filter including but not limited to communication type and recipient including but not limited for postal, email and text message services • Circulation of newsletters, electronic forms and other communications not limited to staff, students, guardians, and governors • Accurate and reliable appointment and event management software to schedule events including but not limited to school trips, parent’s evenings, school assemblies, festivals, online and phone meetings with login access by students and parents / guardians as required by the member • Accurate and reliable survey and analysis software with the ability to filter on results or recipient type • Potential for supporting shared service offer for other organisations if required by members • “Workflow” flexibilities to include but not limited to absence management procedures • Fully compatible and automated interface with other systems as required by members, including but not limited to Finance Software • Reporting, in a format understandable to users with a simple to use integrated report writer capable of enabling users to produce and store high quality and visually presentable reports in a professional standard/layout as appropriate software dependant and as specified by members • The ability to store scanned images of prime documents, including but not limited to learner enrolment forms, medical forms as appropriate • System security compliant with all current legislation and best practice including but not limited to two factor authentication, if required by members • The security maintenance of the system must satisfy requirements including but not limited to segregation of duties, however there is a need to maintain the flexibility required in a large complex organisation such as a multi academy trusts and not be overly burdensome in its administration for academies, schools, colleges or as appropriate • Compliance with all required law and best practice • Flexible structure, allowing changes in organisational structures including but not limited to mergers of organisations • A facility to update/upgrade, allowing the member institutions to ‘’future-proof” the system • Compatibility with Microsoft Office as standard to enable the uploading of data, and download and manipulate/model information Member requirements will vary dependant from simple off the shelf software through to bespoke systems. Requirements may include both on premise, cloud or hybrid cloud software solutions including any related products (including but not limited to hardware and consumables), mobile applications, and related services. Related services are also included, please see ITT for further details. Lot 7: Lot 7 – Project Management & Resource Planning Software Lot 7 – Project Management & Resource Planning Software This lot is for the provision of Project Management Software, and Resource Planning Software Systems to support and enhance the administration and operations for members institutions. The Software provision includes but is not limited to Project Management Software, Workflow and Resource Management Software, and Team Collaboration Software for both academic and administration use. Systems including but are not limited to the following aspects of supply as required by members: • Project Management Software and/or Resource Planning Software ensuring usability and accessibility is embedded within the software with the ability to work, organise and share data, documents and files as required by members • Software to support and range of work methodologies and project types in line with best practice • Provision for software intended for time management and identification of bottlenecks as required by members • Effective management of workloads, assignment of projects and tasks • Automation and template provision to enable focus of individuals and groups to drive efficiencies • Potential for supporting shared service offer for other organisations • “Workflow” flexibilities to include but not limited to absence management procedures • Fully compatible and automated interface with other systems as required by members • Reporting, in a format understandable to users with a simple to use integrated report writer capable of enabling users to produce and store high quality and visually presentable reports in a professional standard/layout as appropriate software dependant and as specified by members • The ability to store documents including but not limited to scanned images of prime documents • The security maintenance of the system must satisfy requirements including but not limited to segregation of duties, however there is a need to maintain the flexibility required in a large complex organisation such as a multi academy trusts and not be overly burdensome in its administration for academies, schools, colleges or as appropriate • Compliance with all required law and best practice • Flexible structure, allowing changes in organisational structures including but not limited to mergers of organisations • A facility to update/upgrade, allowing the member institutions to ‘’future-proof” the system • Compatibility with Microsoft Office as standard to enable the uploading of data, and download and manipulate/model information Member requirements will vary dependant from simple off the shelf software through to bespoke systems. Requirements may include both on premise, cloud or hybrid cloud software solutions including any related products (including but not limited to hardware and consumables), mobile applications, and related services. Related services will include but are not limited to software advice and recommendations, consultancy, legal advice and compliance, advice on potential solution offerings, handover from any existing providers, implementation and commissioning, integration with other systems, a range of on-going support including helpdesk facilities both remote and onsite as required by the member, maintenance, development and innovation, de-commissioning, and handover to future providers. Lot 8: Lot 8 – Customer Relationship Management (CRM) Systems Lot 8 – Customer Relationship Management (CRM) Systems This lot is for the provision of Customer Relationship Management (CRM) Software to support and enhance the administration and operations for members institutions including but not limited to the following aspects of supply as required by members: • CRM Software ensuring usability and accessibility is embedded within the software to streamline customer relationship processes • Provision to organise, evaluate, and standardise workflows and processes through means of including but not limited to contract management, interaction tracking, lead management, mailing integration, document management, reporting and analytics, and forecasting • Accurate and reliable reporting for individual business insights as required by members • Accurate and reliable communication tool with the ability to filter including but not limited to communication type and recipient including but not limited for postal, email and text message services • Associated modules or tools to include but not limited to apprenticeship management and alumni management • Facility to analyse, and report, at all levels, in a format understandable to users • Integrated report writer capable of enabling users to produce and store high quality and visually presentable reports in a professional standard/layout as appropriate • Potential for supporting shared service offer for other organisations if required by members • “Workflow” flexibilities to include but not limited to absence management procedures • Fully compatible and automated interface with other systems as required by members • The ability to store scanned images of prime documents • System security compliant with all current legislation and best practice including but not limited to two factor authentication, if required by members • The security maintenance of the system must satisfy requirements including but not limited to segregation of duties, however there is a need to maintain the flexibility required in a large complex organisation such as a multi academy trusts and not be overly burdensome in its administration for academies, schools, colleges or as appropriate • Flexible structure, allowing changes in organisational structures to be made easily, including but not limited to mergers of organisations • A facility to update/upgrade, allowing the member institutions to ‘’future-proof” the system • Compatibility with Microsoft Office as standard to enable the uploading of data, and download and manipulate/model information Member requirements will vary dependant from simple off the shelf software through to bespoke systems. Requirements may include both on premise, cloud or hybrid cloud software solutions including any related products (including but not limited to hardware and consumables), mobile applications, and related services. Related services will include but are not limited to software advice and recommendations, consultancy, legal advice and compliance, advice on potential solution offerings, handover from any existing providers, implementation and commissioning, integration with other systems, a range of on-going support including helpdesk facilities both remote and onsite as required by the member, maintenance, development and innovation, de-commissioning, and handover to future providers. Lot 9: Lot 9 – Estates Management Software including CAFM Systems Lot 9 – Estates Management Software including CAFM Systems This lot is for the provision of Estates Management Software to support and enhance the administration and operations for members institutions. The Software provision includes but is not limited to full Computer Aided Facilities Management Systems (when managed by the member institution), Estates (and IT) fault reporting software and systems including ticketing and helpdesk provision as required by members. Accommodation and Letting Bookings Software aimed at but not limited to colleges with halls of residents. Contractor / Supplier Management, Stock Control, and Asset Management Software, Risk Management Software, COSHH Management Software, Health and Safety Software, Estates Compliance Software, Building Management Software to include but not limited to control systems for temperature, lighting and energy management, Onsite Visitor and Staff / Student Management Software, Space Management and Room Booking Software and other facilities management and estates related software. Systems including but are not limited to the following aspects of supply as required by members: • Software provision to be used in an estate’s capacity ensuring ease of use with the ability to work, organise and share data, documents and files as required by members • Software and tools to include Computer Aided Facility Management (CAFM) software with the ability for members to plan, execute and monitor all activities involved in reactive and planned preventative maintenance, space and move management, asset management, operational facility services, room reservations and other customer services. This is aimed at where members will be managing their facility management requirements internally and not outsourcing this requirement. * • Other Estates software and tools for standalone requirements or as specified by members including but not limited to Estates (and IT, where provided as part of an estates requirement) fault reporting software and systems including ticketing and helpdesk provision as required by members. Accommodation Software aimed at but not limited to colleges with halls of residents. Contractor / Supplier Management, Asset Management Software, Risk Management Software, COSHH Management Software, Health and Safety Software, Estates Compliance Software, Building Management Software to include but not limited to control systems for temperature, lighting and energy management, Onsite Visitor and Staff / Student Management Software, Space Management and Room Booking Software • Software to support and range of work methodologies and project types in line with best practice • Provision for software intended for time management and identification of bottlenecks as required by members • Effective management of workloads, assignment of projects and tasks • Automation and template provision to enable focus of individuals and groups to drive efficiencies • Potential for supporting shared service offer for other organisations if required by members • “Workflow” flexibilities to include but not limited to absence management procedures • Fully compatible and automated interface with other systems as required by members • Reporting, in a format understandable to users with a simple to use integrated report writer capable of enabling users to produce and store high quality and visually presentable reports in a professional standard/layout as appropriate software dependant and as specified by members • The ability to store documents including but not limited to scanned images of prime documents • The security maintenance of the system must satisfy requirements including but not limited to segregation of duties, however there is a need to maintain the flexibility required in a large complex organisation such as a multi academy trusts and not be overly burdensome in its administration for academies, schools, colleges or as appropriate Further further details please see the ITT.